WHAT'S THE BIG DEAL WITH SIGN-IN FORMS?
Regardless if you call it a sign-in, registration, intake log or form, it is very important to keep accurate records. These records must be retained for three (3) years. Why? Because it's a legal requirement. In addition, retaining records allows you to track trends among the population you serve (for example: seasonal increases or decreases in attendance).
The primary purpose of the sign-in form is for food recalls. The contact information listed on the form is what your agency will use to contact recipients if there is ever a recall on food distributed through your Mobile Pantry. You will be notified through the primary email address listed on your account if there is a recall that may affect your agency.
Are you using the correct form? There are two types of sign-in forms, the USDA form and the Feeding America West Michigan form. The sign-in form you use is based on the products approved for your Mobile Pantry. If you have signed up and met the government guidelines to received USDA products then you MUST use the USDA Self Declaration of Need form. This is the form that requires the recipient to sign. This form can be downloaded from our website, FeedWM.org/agencies/usdaforms/
All other Mobile Pantry hosts must use the Feeding America West Michigan Mandatory Sign-in. The information on this form can be useful in planning and possibly soliciting funds for future distributions. The Zip code gives us the ability to see how far people are willing to travel for food. The purpose of the "need" field can potentially be used when applying for grant funding. This form can be downloaded from our Mobile Food Pantry How-to webpage FeedWM.org/agencies/mobile-how-to